Overview
Commercial contracting is sold by the build phase, and the procurement audit is the test the quote has to pass
Commercial contracting is the trade above the trades on bigger commercial builds. Office buildings, retail units, hotels, schools, healthcare facilities, light industrial. The customer is rarely an individual; it's a developer, a property fund, a public-sector procurement team, a corporate occupier, or a main contractor running a tier-one project who's looking for a sub-contractor. The quote is read alongside two or three competitors and dissected by a quantity surveyor or a procurement officer who's seen every kind of padded bid. A flat 'commercial works, $480,000' quote that doesn't show the phased programme, the labour and materials split, and the variation handling doesn't survive the first review meeting.
QuoteGenio gives commercial contractors a quoting shape that fits procurement scrutiny. Preliminaries (site setup, welfare, scaffold, fencing, insurance) as a named section, build programme by phase with milestones, materials and labour split with the build-up disclosed, sub-contractor coordination, contingency line with the basis explained, variation procedure, retention terms, and the contract conditions referenced (JCT, NEC, or local equivalent). Send via email or WhatsApp to the QS or procurement contact, take staged deposits, raise progress invoices against valuation dates, and the same record holds the variation register and the final account reconciliation.
Who it is for
Who uses QuoteGenio
Built for every type of commercial construction and refurbishment business.
The problem
The quoting problems every commercial contractor faces
Commercial bids live or die on clarity. A clean fixed-price bid with honest provisional sums beats a vague lump sum every time.
Bids take a week to compile
Pricing every trade package, chasing subbie quotes, formatting the spreadsheet. The deadline arrives before the bid is ready.
Lump sums get rejected
Procurement teams will not accept a R3,966,480 lump sum with no breakdown. They want package-level pricing they can value-engineer.
Variations destroy your margin
Without provisional sums and a clear re-measure clause, every site change becomes a fight at invoice stage that you usually lose.
The fix
QuoteGenio fixes the bid workflow
A structured quote builder that lets you price by trade package, add provisional sums for unknowns, and ship a tender-grade PDF the same day.
The payoff
What you get with QuoteGenio
The everyday wins that add up across a year of quoting and invoicing.
Built for commercial bids
Line items for prelims, demolition, structure, M&E, finishes, and contingency. Every section a procurement team expects to see.
Provisional sums made easy
Add a PS line with a clear re-measure clause for any unknown scope. Protects your margin without inflating the headline bid number.
Tender-grade output
Section headings, package subtotals, terms, and conditions on every bid. Looks like a contract document, because it is one.
Staged invoicing built in
Convert an accepted contract into a schedule of stage payments. Bill at 30, 60, 90 percent and on practical completion without rebuilding the line items.
Built for your trade
Quoting calibrated to how commercial contractors actually work
Pick your trade in Settings and the entire quote flow switches to fit. Line item presets, compliance fields, on-the-quote calculators, and per-m² / after-hours pricing all change to match your industry.
Trade-specific line items
Quick add picker pre-fills the common items your trade quotes. Skip the blank rows.
Brand-specific catalogues
Pylontech, Hikvision, Canadian Solar, Sunsynk and others pre-named. Pick the brand, the description writes itself.
Compliance fields built in
IOPSA, ECASA, PIRB, PSIRA, NHBRC, SAQCC. Set once. Every quote prints them under FROM.
Registration expiry alerts
Dashboard notification 60 days before your PSIRA, CoC or any dated registration lapses.
Per-m² / hour / day billing
Unit selector on every line item: m², hr, linear m, days. Stop doing the maths externally.
After-hours and emergency
1.5× and 2× multipliers as a one-tap toggle. Customer sees the breakdown on the quote.
Quote-flow calculators
Solar size, battery backup, cable run cost. Compute on the spot, drop straight onto the quote.
Staged payments
Deposit on acceptance + balance on completion as two separate amounts on the quote PDF.
Scope-of-work checklist
Structured Included / Not included lists. Client acceptance = signing the scope.
Site-survey mode
Log a location per line item: camera positions, fixtures by room, sensors by zone.
Regional rate hints
Pricing ranges per item per currency shown as you quote.
Free on every plan
All of the above included on the free plan. Premium is for capacity, not the trade tooling.
Why QuoteGenio
Why Commercial Contractors choose QuoteGenio
The tools that matter most when you are quoting on-site, under pressure, and between jobs.
Quote from your phone
Most Commercial Contractors build and send quotes directly from the job site. No laptop, no office, no delays.
Win more jobs, faster
The first professional quote a client receives usually wins. Respond in minutes, not hours.
Quote to invoice in one click
When the job is accepted, convert to an invoice instantly. No retyping, no double entry.
Pricing guide
Typical Commercial Contractors job pricing
A rough guide to what commercial contractors charge for typical scopes. Pricing varies by city, building grade, programme, and the level of design completion at bid stage. Use these ranges as a benchmark when building your own rate card, not as fixed numbers.
| Job | Typical range |
|---|---|
| Pre-construction services (per hour) | R1,240 - R2,479 |
| Tenant improvement (per m²) | R3,636 - R7,933 |
| Light commercial refurb (per m²) | R6,280 - R11,899 |
| Restaurant fitout (per m²) | R14,048 - R27,270 |
| Retail rollout (per store, mid-size) | R1,404,795 - R3,635,940 |
| Warehouse fit-up (per m²) | R1,570 - R3,966 |
| Multi-storey commercial refurb | R6,280,260 - R29,748,600 |
Pricing converted from USD to ZAR at indicative rates. Rates vary significantly by country, region, currency, and market.
Call-out fees
A pre-construction services fee covers your time to walk the site, review drawings, price packages, and engage subcontractors before contract award. Most commercial contractors charge R1,240 to R2,479 per hour or a fixed pre-con fee on larger jobs. Show it on the bid so the client knows estimating is real work, not free overhead.
Hourly vs fixed pricing
Use fixed-price contracts for known scope where the design is fully developed. Use provisional sums for unknowns like ground conditions, asbestos, structural alterations, or design changes still in progress. Use a contingency line (typically 5 to 10 percent of contract value) for risk allowance the client can sign off in advance.
See it in action
Example quote breakdown
Here is what a clean fixed-price commercial bid looks like for a mid-sized tenant improvement. Notice how the trade packages are broken out, with a provisional sum line for the structural and asbestos unknowns. Procurement teams accept this format because they can value-engineer any package without re-tendering the whole job.
Try it yourself
Job size
Region
Sample quote
Tenant improvement, 480 m² mid-grade office floor
Pre-construction and project management
Demolition, strip-out, and waste removal
Partitioning, ceilings, and flooring package
M&E upgrade (electrical, data, HVAC re-balance)
Joinery, finishes, and signage
Provisional sum (unknown structural / asbestos)
| Description | Qty | Rate | Total |
|---|---|---|---|
| Pre-construction and project management | 1 | R239,642 | R239,642 |
| Demolition, strip-out, and waste removal | 480 | R364 / m² | R174,525 |
| Partitioning, ceilings, and flooring package | 480 | R2,396 / m² | R1,150,279 |
| M&E upgrade (electrical, data, HVAC re-balance) | 1 | R793,296 | R793,296 |
| Joinery, finishes, and signage | 1 | R370,205 | R370,205 |
| Provisional sum (unknown structural / asbestos) | 1 | R198,324 | R198,324 |
| Subtotal | R2,926,271 | ||
| Tax (10%) | R292,627 | ||
| Total incl. tax | R3,218,898 | ||
Totals recalculate as you change the controls above. Tax rate inferred from the sample quote.
Items often forgotten
Pre-construction estimating time, builders work permit, after-hours access cover, building manager liaison, fire compliance sign-off, snagging visits, and the post-handover defects period visits. Add these as standing lines on your commercial bid template so you stop absorbing them.
Peer snapshot
How Commercial Contractors actually use QuoteGenio
Indicative activity for Commercial Contractors on the platform. Use it as a benchmark for how often to quote and how fast to respond.
31
Quotes sent per month
45%
Average quote acceptance
5 min
Median time to send quote
R3,218,898
Typical quote value
Figures are indicative platform averages for this trade segment.
Start quoting Commercial Contractor jobs like this, free
Build your first quote in under 2 minutes. No credit card, no setup fee, no contract.
Avoid these
Common quoting mistakes
We talk to a lot of commercial contractors. The same bid mistakes come up on every tender. Fix these and you protect your margin, win more contracts, and stop fighting variation orders at invoice stage.
Mistake: Single lump sum with no breakdown
Better: Procurement teams reject lump sums on principle. Break the bid into trade packages with subtotals so the client can value-engineer without re-tendering.
Mistake: No provisional sums on unknowns
Better: Old buildings have asbestos, surprise structure, and landlord changes. Use a PS line with a clear re-measure clause so scope changes do not eat your fixed price.
Mistake: Forgetting prelims on every bid
Better: Site setup, fencing, welfare, security, hoarding, scaffolding. Prelims can be 8 to 15 percent of contract value. Quote them as their own section, not buried in labour.
Mistake: No contingency line
Better: Add 5 to 10 percent contingency as an explicit line the client signs off. Hidden contingency in your rates makes you look expensive against a competitor who quotes it openly.
Mistake: Skipping the defects period in the bid
Better: The 6 to 12 month defects liability period needs return visits and snag fixes. Quote a defects period allowance so it is funded, not absorbed.
Mistake: Vague payment terms
Better: Specify the payment schedule on the bid (e.g. 25/25/40/10 at stages, with retention). Surprise payment terms at contract stage delay award by weeks.
Mistake: No bid validity period
Better: Materials and subbie quotes move. Set a 30-day validity on every bid so you are not held to stale pricing six weeks later when contract is finally awarded.
Mistake: No follow-up after sending the quote
Better: Most quotes that don't close, don't close because nobody followed up. Send a polite check-in 48 hours after the quote lands, and a second nudge at day 7. Two of every three accepted quotes get there because someone followed up.
Step by step
How to quote commercial construction contracts
Walk the site with the QS, the architect, and the M&E consultant before you price a line. Check ground conditions (surprise rock, made ground, perched water), confirm access and crane position, and review the existing building survey for asbestos, structural alterations, and any party-wall complications. Measure the gross internal area, not the net lettable, because preliminaries scale with the footprint of the shell. Walk the riser drops, substation capacity, and incoming services, because M&E upgrade scope on a tenant improvement can swing the bid by 25 percent once you know whether you are reusing the existing switchboard or replacing it. Photograph every column, beam, and slab penetration you will need to coordinate around.
Break the bid into the sections procurement actually reviews: preliminaries (8 to 15 percent of contract value), demolition and strip-out per m², structural alterations as a fixed package, M&E upgrade as a full package with subtotal, partitioning and ceilings per m², flooring per m², joinery and finishes as fixed, plus a 5 to 10 percent contingency line the client signs off in advance. Add a provisional sum line for asbestos, unknown structure, and landlord changes with a clear re-measure clause, a pre-construction services fee at $ 75 to $ 150 per hour for the estimating work, builders work permits and fire warden cover, and a defects period allowance for the 6 to 12 month snagging visits. Specify the paint and flooring brands you are pricing on so a competitor cannot compare against cheaper equivalents.
Put a 30 day validity on every tender response. Imported joinery, glazing, and M&E plant move on price with the exchange rate and supplier lead times, and a bid you wrote eight weeks ago may no longer cover your subcontractor quotes. State payment terms on the bid itself: most commercial contracts run 25/25/40/10 staged against mobilisation, partitioning complete, finishes complete, and practical completion, with 5 percent retention released half at PC and half at end of defects. Call out a 20 to 30 percent mobilisation deposit on contracts under $ 250,000 to cover prelims and lead-in material orders. Make the retention release schedule explicit so the QS does not invent one at cost plan sign-off.
Get the tender PDF to procurement within the bid window with time to spare, because late bids go straight to the non-compliant pile and even a strong number will not be reviewed. Email the PDF with a one-page cover note that references the bid number, the tender query log, and the provisional sum breakdown, then follow up within three working days with the QS to confirm receipt and answer clarifications. Offer a 30-minute line-item walkthrough on Teams or on site, because QSs test three bids in detail and the contractor who walks through their number in person almost always gets the last-look opportunity. When landlord changes or tenant instructions hit mid-contract, issue the variation order on the same bid format and get written acceptance before you build.
FAQ
Common questions from commercial contractors
Everything you need to know before getting started.
Yes. Add any line item with a description, quantity, and rate. Label it as a PS or contingency line and add notes explaining the re-measure clause. Procurement teams expect to see PS lines on commercial bids.
Yes. Every quote becomes a clean branded PDF with your logo, terms, and section headings. Download it and attach it to your tender response, or send the public link directly to the procurement contact.
Yes. Group line items into sections like prelims, demolition, structure, M&E, finishes, and contingency. Each section subtotals so the procurement team can compare your bid package-by-package.
Yes. Every quote has a unique public link. The procurement contact opens it and accepts online. No signup required.
Yes. Convert the accepted contract into a schedule of stage payments. Bill at 30, 60, 90 percent and practical completion without re-entering the line items.
Yes. The free plan gives you 5 quotes and 2 invoices per month with no credit card required. Upgrade to Premium for unlimited quotes, invoices, statements, and reports.
Quote the known scope as a fixed price by trade package, then add a provisional sum for each unknown (asbestos, structural alterations, landlord-driven changes) with a clear re-measure clause. The headline number is honest, the client signs off the unknowns in advance, and you have a contractual basis to charge fairly when the scope is confirmed.
Prelims typically run 8 to 15 percent of contract value depending on site, programme, and welfare requirements. Quote site setup, hoarding, scaffolding, welfare, security, and project management as their own section. Hiding prelims in labour rates makes you look expensive line-for-line against a competitor who quotes them openly.
Yes. State the retention percentage (typically 5 percent) and the release schedule (half on practical completion, half on end of defects period) on the bid. Surprise retention terms at contract stage delay award by weeks and damage trust before you have lifted a tool.
Issue a variation order using the same line item format as the original bid. Get the project manager or QS to accept it via the online accept link before the work starts. Without written acceptance, variations become contested extras at final account and you usually lose them.
Still have questions? We would rather answer them now than after you have signed up.
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Guides
Guides for Commercial Contractors
Practical advice to help you quote better, get paid faster, and grow your business.
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